Calculated Fields
This document reviews the Calculated Fields feature and the two different types of fields you can create. If you are looking to create fields to house custom information for a candidate, job, project or offer, please check out Custom Fields.
Calculated Fields are available on the Plus, Enterprise and Legacy plans:
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
❌ | ✅ | ✅ | ✅ |
Introduction
Calculated Fields are an advanced feature that allow you to remap ATS data for reporting purposes. For example, you can take all sources from your ATS and group them into a custom set of buckets.
When you create a new Calculated Field, you will give it a custom name and define the new field values. Once created, you can refer to that calculated field in all Ashby reporting for filtering and grouping.
Create a Calculated Field
- Navigate to Admin > Data Mapping > Calculated Fields
- Click New in the upper right-hand corner. You can then select the Object Type on which you’d like your new field to exist, add a title, and select the Calculated Field Type.
- When creating a new Calculated Field you will have the choice of two types of field: Filter Bucket Field: create multiple buckets and a filter for each bucket that defines which objects will be put into the bucket Grouping Field: group values by selecting values that belong in a specific group
- Add new buckets with custom names. The names you select here will be the field values you can select or group by in reporting.
- Select each bucket’s field values. The Other bucket will contain all values that don't fall into any of the previous buckets and can't be edited.
Grouping Fields
Grouping fields allow you to define a set of buckets with custom values, and then map all existing values from your ATS field of choice into the new categorization. A classic example is taking a list of departments and mapping them into your organizations unique functional divisions.
Calculated grouping fields are useful for mapping a known set of fixed values into a new set of custom buckets.
The video below provides a quick introduction to calculated grouping fields:
Please note that grouping calculated fields can only be done by fields of the following type:
- A field that allows you to select multiple values from a finite set of selectable values
- A field that prompts you to select one value from a finite set of values
- A field that involves you selecting all/any that apply
You can find more information on field types and the icons representing field types in our Icon Glossary.
Filter Bucket Fields
Sometimes you do not have a fixed set of values that easily map into new categories but rather a dynamic set of complex logic that defines whether or not a value should fall into one category or another. In such a situation, you will want to define the conditions of what should fall into a bucket, and we provide this via filter bucket fields.
An example might be categorization all Jobs with “Senior” or “Director” in their titles to a “Leadership” bucket, and all Jobs with “New Grad” into a “New Grad” bucket to easily collate a large and diverse set of Jobs into broad categories.
Filter fields take a unique filter condition as a definition for each bucket to automate categorization.
The following short video reviews creating filter bucket fields:
